Microsoft Dynamics® CRM Training
An error occurred while loading the video. Please try again.
This video shows the System Administrator or System Customizer how to make simple, basic configuration changes to the look and feel of in CRM Online, such as changing the way a form appears. All customizations can be made in the Customizations area (Settings > Customization > Customizations). With the 2011 update, a Customizations tab is also visible in the ribbon or toolbar in many areas of the interface, giving a faster route to the same destination.
Let's take a look at what's generally available when customizing the system. Navigate to Settings > Customization > Customizations and click Customize the System. A new Solution window opens for the Default Solution, a Solution being a set of components, and the Default Solution being the set containing all the components of the standard Microsoft Dynamics CRM Online software plus any components you have added, in other words, the current state of the system. In the left pane are the navigation items that, when clicked, change the contents of the right pane. Information displays some short information identifying the solution. Components displays all components in this solution. Below Components are listed the component types (Entities, Option Sets, Client Extensions, etc.) Each of these, when clicked, displays only those components of the particular type. You can cause the same thing to happen by using the drop down menu called Component Type (above the right pane).
This video demonstrates how to make simple changes to the interface, such as removing a field from a form.
Let's take a look at a Lead to see what the form for a Lead looks like. Navigate to Sales > Leads, and open any Lead in the current view. What we see when the Lead window opens is a presentation of some of the information drawn from the attributes of this Lead. The layout or arrangement of the information is determined by the form. A form is therefore a configurable way to present or display data, as distinct from the actual data being presented.
Let's say that the Pager field is something we're not going to use and that we want to remove it from the form so that the form is not cluttered with unused fields.
Let's go to the Customizations area. In the video, we give the explicit navigation route, Settings > Customization > Customizations > Customize the System > Entities > Lead > Forms > Information (Main) so that you understand where everything belongs in the treelike structure of the interface. However, you can also leap there directly: While the Lead is open, click the Customization tab at the top, click Form, and the Form: Lead window will open containing the editable outline of the form we were just looking at.
Let's take a look at the properties of the Pager field. Click Pager. In the Home tab's Edit section, click Change Properties. The Field Properties window opens. We can change many things about this field here. (Tip: You can also double click a field to open the Field Properties window for that field.)
For example, in the Display tab, we can set the Label for the field. The Label is the text printed next to the field in the form. The Label has nothing to do with the underlying schema of the entity, nor with any data. It only affects the form. Let's change the label to "Do not use" by typing it in. Click OK to close the Field Properties window. Notice that the label is changed. Notice also that the grayed-out text inside the field box still says "Pager". That is the Display Name of the attribute in the Lead entity, and our changing the field label in the form has no affect on it.
Click Change Properties to open the Field Properties window again and restore the name to "Pager". If you uncheck the box for Display label on the form, and click OK, you'll notice that the label is not displayed even though the field is still there. There are other options in the Display tab of the Field Properties window as well. Field is read-only means that users viewing the form will see the data displayed in this field but will not be able to edit it. Lock the field on the form means that the field cannot be removed from the form unless this lock is first unchecked. Specify the default visibility of this control is a little tricky. When not checked, it means that the field will not be displayed in the Reading Pane in Microsoft Dynamics CRM Online for Microsoft Office Outlook. The field is still displayed in the Microsoft Dynamics CRM Online web application unless you use JScript to define other behavior.
In the Formatting tab of the Field Properties window, you can choose how many columns the field will occupy in width. (Note: It can't occupy more than the number of columns in the form, which is set elsewhere.)
Set the field properties back to their original values and click OK to close the Field Properties window.
It is easy to move a field in the form simply by dragging it in the Form window. (Tip: Look for the red line appearing as you drag it to indicate where it will be moved.)
To remove any field from the form, with the Form window open, click the field to select it, then click Remove in the Home tab. Again, this does not remove the attribute from the entity, only the field from the form—it only changes what is displayed.
If these were real edits, you would now click Save and Close; however, you can close the window without saving (click the x in the top right corner of the browser window or next to the tab name if using tabbed browsing) to discard your experimental changes.
Assuming you had clicked Save and Close intentionally, you would still need to follow one more step to apply your changes to the system: click Publish All Customizations. That button is available in a number of places including the command bar of the Solution window and the Customization tab of the Lead window.
As you see, it's not hard to move fields around in a form, re-label them, or remove them from the form. We also learned that changing a form doesn't impact the entity that the form displays.
Thank you very much for your time.